Your data entries are safe in the database and YOU control who sees the information. Data can only be viewed down to county level; no specific locales can be viewed by others online or elsewhere. Here's a few simple pointers on how to add data quickly to the database:
1) Go to http://www.naherp.com
3) Click on "Add Record"
4) Fill in all the blanks (date and time can be found on your digital pic or approximated by the month and year for slides or prints)
a) gps is entered by clicking on the little tiny wrench symbol above the latitude box. dial into the map that pops up until you get to the spot, then click once.
b) adding accurate gps eliminates the need to fill in the locality or elevation, but many choose to do this also.
c) Determine whether your entry is "non-sensitive", "sensitive", or "closed". I seldom use "closed" unless I'm really, really cautious about who gets that data, so if you are very protective of an entry, use "sensitive" or "closed". At the bottom of the form there is a box that says "Restrict public access to this record." Use this box to protect the county name or date from public viewing. This should only be done if the county is small and you fear someone might find you favorite spot, or if you want an odd date kept from public knowledge (like way early in the season or something most people are just not aware of and you want to keep it that way). Then, no one but you will see anything but the name of the animal, photo, and state name. You will need to give permission for those entries to be released. If you mark an entry as "Non-sensitve", you will not need to give permission for the data to be released for an approved reason. I usually only restrict public access to entries I consider at risk for one reason or another...like Mtn Kingsnakes, certain turtles, SF Garters, certain Cal King morphs, etc, and only for rare circumstances. For example, everyone knows April is a good month to see Mtn Kings, but I might find one at a weird time of year, so I restrict that entry. Use your own judgement.
5) Upload picture from the "choose file" button, fill in the Quantity box to reflect the number of animals in your voucher pictures, note any extra animals you saw but did not photo in the notes section. For example: You vouchered 1 Cal King, but saw 3 (2 got away), so you write in the notes section "2 more seen but not vouchered".
6) Add any notes you want
7) Click "Submit"
8) To add another record for the same species, click the "copy" symbol at the top of the finished entry page (left of the red "x"). This will copy your last entry onto a new entry form. Just add the new photo, new time and date (if different), new "Age" (if different), new gps coordinates, and click "submit" and you are done with a new entry. This technique works well if you have multiples of the same species to enter or even different species from the same spot (just change the species name).
9) When you finish adding all your records, click on "My Records in Google Earth" and save it. Then, open it, and you will see little icons in your google earth map that represent each of your entries. Mine looked like this two years ago:
Remember, the gps cannot be seen by anyone but you, and you will not have to fill in the elevation or locality sections of the entry form unless you really want to.
Good luck...and get that data into the database.